Checking in Office online documents

NOTE: If you have configured multiple datasets, select the dataset from the drop-down for Choose a Content Manager database option and then proceed with Checking In or opening a document.
If the dataset you are looking for is not available in the list, then clear the browser cache and then try Checking In the record.

NOTE: The Contributor user can no longer create a new record.

Checking in new document

To check in a new document, perform the following:

  1. For a new Office online document, click Record from Content Manager tab.

    The task pane is displayed to the right of the document.

  2. Select a Record Type or Check In Style from the drop-down.

    If the required Record Type or Check In Style is not displayed, enter the Record Type or Check In Style name in the text box or click the KwikSelect and select from the list displayed.

    The record entry form is displayed. The tabs and fields displayed in the record entry form will be different based on the Record Type you select. Depending on how the Content Manager Administrator setup the Record Type there may be several sections that require completing.

    NOTE: The tabs used in the record entry form have to fit into the width of the task pane, for this reason they have an overflow feature. If there is more than one tab in the record Entry form and it is likely the combined size of the tabs will be larger than the available width then overflowing tabs will be shown not as tabs but in the overflow menu, represented by an ellipsis menu.

  3. Complete the record entry form (see Record entry form fields for more details).

  4. Click Save or Manage In Place.

    The record properties of the newly created document is displayed in the task pane.

  5. You can check in the document to Content Manager in one of the following ways:

    1. Click icon in the Properties tab to Check In the electronic document.

    2. Click icon in the Properties tab to Enable check in and delete on close.

    The document will be saved into Content Manager and will be displayed in the MS Office application.

Checking in an existing Content Manager record

If changes are made to a record that has been filed in Content Manager, to save the changes and to create a new revision of the document in Content Manager, perform the following steps:

  1. Open the record from Content Manager tab. For details, see Opening a document.
  2. Update or modify the document as required.

  3. Save the document to Content Manager in one of the following ways:

    1. Click icon in the Properties tab to Check In the electronic document.
    2. Click icon in the Properties tab to Enable check in and delete on close.

    This will save the changes, create a new revision and keep the document open in the MS Office application.

Viewing record properties

Once the document has been filed in Content Manager the task pane automatically opens to display the record properties.

However, when you open the document and the record properties are not visible in the task pane, then click Record to display the record properties.

The record properties include Properties and Context tabs.

Properties tab

The properties tab displays details of the record. Such as, title, unique identifies, record number, Record Type, and so on.

To add a property, use the combobox at the bottom of the pane to choose the property and then select Add. To remove a property from display use the X icon to the right of the property value.

The properties tab has the following options:

  • - allows you to Check In electronic document.

  • - allows you to enable or disable Check In and delete on close.

    You can set this option to be enabled by default. To do this, navigate to Content Manager > System Options > Office Integration page, and check the Enable Check In and Delete on Close option.

  • - allows you to make the record final. Once a document is set as Final, no more revisions can be made to the record, this includes not being able to check out the document for modification.

  • Menu - The Menu drop-down consists of the following options:

Context tab

The context tab contains a quick links to those records that are:

  • in the same container - displays all the records in the same container
  • in same classification - displays all the records with same classification
  • with same contacts - displays all the records with same contacts
  • related to - displays all the records that are related to the current record.
  • all related to - displays all the related records including the current record.

You can search for any record in Content Manager. Enter the keyword. Based on the keyword, a drop-down list of available filters is displayed. Select the filter and enter a search criteria in the text box. A list of records is displayed.

The context tab has the following option:

Opening a document

The Open option allows you to search all records in Content Manager, even non electronic ones.

To open document, perform the following:

  1. In the Content Manager tab, click Open. The Message from Add-in: Content Manager Connect dialog is displayed.

  2. Enter a search term or a keyword. The record(s) satisfying the search criteria is displayed. For details, see Searching for a record or content.

  3. Click OK.

    If the document already exists in O365 it will be opened. If not, it will be copied to the folder Content Manager Documents from CM and then opened.

Setting a default Record Type

To set the default Record Type, perform the following:

  1. In the Content Manager tab, click User Options.

  2. In the task pane, select the Use default record type check box.

  3. Enter the Record Type name or select it from the drop-down.

    If the required Record Type is not displayed, enter the Record Type name in the text box or click the KwikSelect and select from the list displayed.

  4. Click Save.

Setting a default Check In Style

To set the default Check In Style, perform the following:

  1. In the Content Manager tab, click User Options.

  2. In the task pane, select the Use a Check In Style for new records check box.

  3. Enter the Check In Style name or select it from the drop-down.

    If the required Check In Style is not displayed, enter the Check In Style name in the text box or click the KwikSelect and select from the list displayed.

  4. Click Save.

NOTE: The default Check In Style you choose in MS Office integration or in MS Teams integration, will be respected by both the MS Teams and MS Office integrations.

Setting locale

To set the locale, perform the following:

  1. In the Content Manager tab, click User Options.

  2. Set the Language, Date Format, Separator, and Time Zone.

  3. Click Save.

Searching for a record or content

When you search for a record or insert content from a record, the Message from Add-in: Content Manager Connect dialog is displayed.

Select the search clause from the drop down, for example, record number, date registered, title word, and so on. And then enter the search query in the text box or click KwikSelect to display the set of values. KwikSelect for some of the search clauses displays set of options to choose from, for example, for Edit Status search clause, the KwikSelect options would be Checked In, Checked Out, Managed In Place, etc. A list of records is displayed based on the search clause and the query.

Alternatively, you can also select a shortcut from the left in the dialog displayed. The result list is populated.

If you do not find the record you are looking for in the displayed list, click (->) next to the container to drill down further. As you navigate, Home icon with breadcrumbs is displayed. To navigate back, click on the specific breadcrumb or click the Home icon to go back to initial search criteria.

Showing records with Alternative within relationship set for a container

During search, with this option enabled, all the records set to the container as Alternative within relationship are also displayed in the result set.

To enable this option, perform the following:

  1. In the Content Manager tab, click User Options.

  2. In the task pane, select Include records with the 'alternatively within' relationship check box.

  3. Click Save.

Checking In documents to Manage In Place store

You can capture documents or files to Manage In Place store. Only Microsoft 365 stores are supported.

When you Check In a document, you can click Save to Check In to Content Manager document store or choose Manage In Place to Check In to Managed In Place store.

NOTE: The option to capture documents to Manage In Place store is available only when the Manage In Place option is enabled in System Options > Features tab in Content Manager client and all the required configurations are complete. For details, see Content Manager Help.